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Bilingual AA, DMin Program

Asbury Theological Seminary

Wilmore, KY • On-site

$34K - $43K/yr

Other

Posted 5 days ago

Key responsibilities

  • Provides primary administrative support for the D.Min. Program, including coordinating student residency preparation and assisting with event planning.

  • Manages faculty, Dissertation Coach, and guest contracts, and coordinates dissertation review and editing processes.

  • Serves as the main contact for students, faculty, staff, and guests, handling inbound communication and maintaining student records.

Job description

Position Title: Bilingual Administrative Assistant, Doctor of Ministry Program
Department: Doctor of Ministry
Reports To: Director, Doctor of Ministry Program
FLSA Classification: Non-Exempt
Hours: 37.5 per week
POSITION SUMMARY:
Serves as primary administrative support for the Director and Associate Director of the Doctor of Ministry (D.Min.) Program, and primary D.Min. student, faculty, and guest office contact.
ESSENTIAL FUNCTIONS:
Provides primary assistance for the D.Min. Program.
  • Coordinates new and returning student residency preparation (in-person and virtual), including: creating and maintaining cohort-specific Google calendars; sending onboarding e-mails; assembling and distributing/shipping orientation materials (registration components, other student-related paperwork); and purchasing and distributing/shipping swag
  • Assists faculty with residency-related travel and accommodations, as requested Coordinates event planning for D.Min. students (e.g., catered meals during residencies, D.Min. graduates' celebration dinner)
  • Manages faculty, Dissertation Coach, and guest contracts (preparation, distribution, and receipt) for course instruction, dissertation mentoring, and dissertation editing Coordinates dissertation-project 3-chapter and 5-chapter reviews, and 5-chapter editing process, between D.Min. students, Dissertation Coaches, Dissertation Review Team, and editors
  • Coordinates dissertation final copy printing, binding, and distribution/shipping to graduates, Dissertation Coaches, and Library archives
  • Composes and sends outbound communication via email, phone, and letter to D.Min. students regarding course registration, program status, graduation, and other communication as needs arise
  • Serves as D.Min. first contact for students, faculty, staff, and guests, responding to all inbound communication to email inbox, phone number, and mailbox
  • Manages content for new, current, and alumni student records in FileMaker Pro
  • Prepares physical classroom materials for all D.Min. face-to-face courses
  • Performs other duties as assigned by the Director and Associate Director, D.Min. Program and Associate Provost of Lifelong Learning

OTHER RESPONSIBILITIES
  • Provides general D.Min. team support
  • Ships packages and documents both domestically and internationally
  • Attends all scheduled D.Min. team meetings
  • Encourages and assists visiting D.Min. students on an as-needed basis
  • Learns responsibilities of others in order to cover tasks when needed during absence
  • Oversees general program logistics, document filing, meeting room reservations, front office reception, telephone coverage, and hospitality to students, faculty, and guests
  • Adapts assigned duties as necessary for completion of prioritized tasks

FINANCIAL RESPONSIBILITY/AUTHORITY
  • Processes student, faculty, staff, and guest requests for payment and travel expense reports as they relate to the D.Min. Program
  • Manages Ramp card usage and documentation (receipts, memo line, account number)

TOOLS & EQUIPMENT
  • Gmail, Microsoft Office applications, FileMaker Pro, Canvas, CampusNexus, virtual EMS, Zoom, phone/voicemail, printer/scanner/copier

EDUCATION /CERTIFICATION /TRAINING /EXPERIENCE
  • Bilingual-English and Spanish proficiency in speaking, reading and writing
  • Highly organized, detail-oriented, and self-motivated
  • Ability to organize, prioritize work, and meet deadlines
  • Knowledge of standard office policies and procedures
  • Skilled in Microsoft Office applications
  • College-level coursework in secretarial and administrative office skills or equivalent education or experience; OR
  • Four-years office experience, including two years as a secretary; OR
  • Any equivalent combination of experience, training and/or education approved by Human Resources

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